Position:Finance Administrator

Term:Fixed term, 2 years

Location:Edinburgh

Responsible to:Julie Penman

Line manager responsibility:None

Budget responsibility:No

Date:27 July 2017

Main Purpose of Job:

  • To undertake administrative duties for the Finance Team.
  • To process payroll entries and prepare payment runs, providing support and cover as necessary for the Finance Systems Development Supervisor.
  • To prepare payroll balance sheet analysis and reconciliations for review.
  • To process purchase and sales invoices working with the PT Finance Administrator to ensure invoice processing is kept up to date.
  • To prepare Supplier payment runs in line with the schedule.
  • To prepare the aged creditors and debtors analysis and reconciliation for review.
  • To support the Finance Systems Officer in the development of new systems.
  • To process transactions, undertake analysis and produce reports using financial and other data for the Finance department actively supporting the Finance Manager in the production of the Management and Annual accounts.

Key Responsibilities:

  • To process invoices using accounting package to provide accurate record of expenditure and enable suppliers to be paid within creditor’s policy.
  • To process fortnightly payment runs through BACS to ensure suppliers paid within CAS guidelines.
  • To monitor the Finance mailbox and liaise with suppliers in terms of account queries.
  • To review and clear withheld accounts and aged debtor/creditor accounts.
  • To process payroll for payments, deductions and prepare the reconciliation of balances.
  • To participate in the year-end audit and accounts preparation.
  • To support data preparation, testing and related activities for system implementations and audits.
  • To provide administration in relation to Audit and Finance Committee and other meetings (e.g. agenda preparation, paper collation and distribution, minute taking, etc) so they are run within CAS guidelines.
  • To ensure paperwork for transactions handled are filed in accordance with team procedures.
  • To undertake any other such duties as may be reasonably requested by the Finance Manager.

The above job description is not exhaustive and is clarified to include broad duties inherent in the post. Evaluation and development of this post may, in time, indicate a need to revise duties herein.

Person Specification:

Knowledge, Skills and Experience
Essential:
  • Experience of working in a busy finance environment.
  • Experience of paper and electronic filing systems.
  • Ability to plan and prioritise work and to co-ordinate with others to meet tight deadlines.
  • Experience of working effectively as part of a small team.
  • Experience in using Microsoft Office, particularly Outlook, Excel, Word and Sun Systems.
  • Ability to analyse financial data and produce reports.
  • Plan and organise work to cope with regular and ad hoc deadlines.
  • Good verbal and written communication skills.
  • Accurate, methodical, logical, attention to detail.
  • Comfortable with change and developing new skills.
  • Able to work responsibly with payroll data which can be of a confidential nature.
Desirable:
  • Finance or Business Admin or Systems Admin qualification.
  • Experience of finance.
  • Experience of payroll processing.
  • Experience of systems development.

Problem Solving
  • Query errors in payroll, spending or authorisation of funds.
  • Respond to tight deadlines and organise schedules to fit ongoing and emerging tasks.
  • Respond to requests from budget holders for reports on their budgets.
  • Can think through methods to handle data cleansing, mapping and other related tasks for systems development.